1. SLAC Library Advisory Committee Introduction Stan Brodsky Overview of Technical Information Services, Organizational Structure, Future Issues Patricia Kreitz, Director of TIS Library Overview: Collections, Budget Costs and Challenges Suggestions for the SLAC Library from Committee Member Ann Redfield, Library Manager

2. Overview of Technical Information Services presented to: SLAC Library Committee Ann Redfield for Pat Kreitz 9/13/04

3. TIS provides information management services to:  SLAC community Scientific and technical authors, researchers and editors Management, administrative and support staff Users, students and visitors  External community Particle, astroparticle and synchrotron radiation physicists Researchers in related fields (e.g. radiation physics) Stanford University Department of Energy General public

5. Archives and History Office  Ensures that SLAC's history is identified, collected, preserved  Provides access to the SLAC and Stanford communities, and research assistance to outside researchers and the public

6. Technical Publications  Designs, produces, and manages SLAC's information products—in all media  Supports scientific publication and public education and communication efforts (70/30%)  Responsible for SLAC Web information management—standards, training, policy, top-level content, intellectual structure and access

7. DOE-mandated activities  Office of Scientific and Technical Information responsible for ensuring all DOE-supported research results are identified and collected  Collaborate with BSD’s Office of Technology Transfer to ensure Stanford and DOE requirements for tech transfer and patent review are satisfied  Your Responsibilities as a SLAC Author: http://www-group.slac.stanford.edu/techpubs/help/author- responsibilities.html

8. Library/HEP Databases  Provides information services to support SLAC research programs in High-energy, particle, and astroparticle physics Particle accelerator theory, design and construction Synchrotron radiation-based accelerator theory, design, and instrumentation  Supports SLAC’s administrative, management and educational information needs  Provides comprehensive, rapid, and user- friendly access to particle physics information for researchers worldwide

9. Recent TIS Accomplishments  idoc Web-based author document registration and submission system  Extraordinary rise in HEP database use in last few years (Ann will tell more!)  Participant in National Archives grant to develop efficient ways to handle electronic records  With SCS, procured and implemented a new SLAC Web search engine  Recent professional accomplishments: three articles, one chapter in RPP, two invited talks, and 3 staff on boards of directors and/or professional committees

10. Future TIS Challenges  SLAC’s publications: growing more diverse, incorporating more media—and simply increasing in number (consistent with changes in scholarly communication worldwide)  SLAC’s research programs (ditto above!)  TIS—no increase in baseline FTE to respond to increased workload and more complex skills required by these changes

11. Future Library/HEP Database Challenges  Scholarly communication, including transmission and archiving vehicles such as journals and conference proceedings, will be in a state of constant change for at least the next decade Should federally-funded information be provided free to taxpayers? How can publishers receive a fair profit for their value-added services? TIS caught at both ends: TechPubs pays page charges (Public Library of Science suggests $1,500/author article) and Library pays exorbitant journal subscription charges (6- 10K/year/some titles)

12. Future Library/HEP Database Challenges  What should be the future of the HEP Databases in the next decade? SPIRES DBMS—open source or migrate? Will there still be a value to the community of a specialized database offering in depth products and services for a subset of the broader field? How can we stay in our traditional leadership role in scientific information delivery with a declining Lab budget? How will the field itself be evolving—with less spent on physics R&D, what does the future hold?

13. SLAC Library & HEP Databases September 13, 2004 Ann Redfield Library/HEP Databases Manager

14. Agenda Library Services SPIRES Overview New joint venture with Stanford University Libraries Questions or Comments Next meeting

15. Traditional And Non-traditional  On-site users: 1,600 SLAC 3,000 visiting scientists  Virtual users: 40,000 searches/day 200-300 emails/week

16. Ann Redfield SLAC Library/HEP Databases Manager Travis Brooks SPIRES Scientific Databases Manager. Georgia Row HEP Database Analyst Louise Addis HEP Programmer (Part time) Dick Guertin Contract HEP Programmer (Part time) Arsella Raman HEP Serials Programmer (Part time) Victoria Sha Collection Development /Acquisitions Librarian Maria Huang Serials Spec. & Monograph Cataloger Kim Sutton Public Services Manager Alicia Ward Circulation Manager (50%) Circulation Assistant Denise Van Sandt HEP Workflow Supervisor Luba Konienko HEP Cataloger (50%) Alicia Ward HEP Cataloger (50%) Barbara Rupp HEP Cataloger (Part Time) Mike Sullivan Unix-SPIRES System Software Developer SLAC Library/HEP Databases Staff 2004

18. Traditional  Collections: Books: 31,500 volumes Journals: 906 titles (print & electronic) Technical report collection: 250,000 hardcopy Licensed databases: 4 local + Stanford’s suite

19. Traditional  Services: Reference Outreach—presentations to SLAC groups Process departmental books & journals Interlibrary loan Subject-focused web pages

20. Traditional Services:  Space: Public space: ~500 square feet (non- stacks) User seats: 28 (6 small carrels) 24 X 7 access (building key required) Wireless and hard wired Internet access

21. Non-traditional services: SPIRES  SPIRES-HEP 600,000 articles  HEPNames:41,000 people  Conferences12,000 meetings  Experiments2,200 experiments  Institutions:7,100 univ/labs  Jobs:300+  Streaming Videos:2,174 media

22. Stanford Linear Accelerator Center Menlo Park, CA KEK High Energy Accelerator Tsukuba, Japan Kyoto University Kyoto Japan Institute of High Energy Physics Protvino, Russia Durham University Deutsches Elektronen Synchrotron Hamburg, Germany Fermi National Accelerator Lab Batavia, Illinois 36 Collaborators 7 Institutions Worldwide HEP Database Collaborators and Mirror Sites

23. Non-traditional services: SPIRES Literature Database SPIRES Covers particle and astroparticle physics, accelerators, engineering, instrumentation, & computing Includes pre-prints, e-prints, theses, conference papers, technical reports Tracks references and thus citations Records average 100 searchable elements Links to over 400 full text repositories

24. Non-traditional services: SPIRES Literature Database SPIRES  60% of new records are for e-prints from arXiv.org  30,000 new records added in 2003  90,000 records updated in 2003  For the month of July 2004  Successful requests: 1,227,814  Average successful requests per day: 40,928

25. SPIRES Features  Top Cited HEP Articles Top Cited HEP Articles  Top Cited Astro-Ph Articles Top Cited Astro-Ph Articles  Guide to the Review Literature in HEP Guide to the Review Literature in HEP  HEP Statistics Playground HEP Statistics Playground  Citesummary Citesummary

27. Challenges: Traditional  Space Group work/study spaces Physical collection still needed (1+ yr)  Electronic content Licensing vs. owning Virtual materials change staffing needs  New research initiatives Library funding

28. Challenges: Non-traditional  Organizing and evolving information ecosystem: Increasing need to integrate data/media Interlinking amongst fields of research Staying useful and relevant in the growing ocean of scholarly electronic information:  Google on steroids render us obsolete?  Subject-specialized information ecosystems still take human judgment and work

29. Final Challenges: Money and Time  SPIRES database management system—open source it or migrate off?  How to stay on the cutting edge while delivering traditional services?  How to get grant monies to develop further?  How to continue to offer full service with the possibility of cut-backs…

30. SU/SLAC Co-operative Venture Until now, the SU libraries have worked to develop a “depth and breadth to the University's collections”, obtaining material not only for current research needs but also for archiving the scientific record by maintaining print in addition to electronic subscriptions, much to the benefit of SLAC.

31. SU/SLAC Co-operative Venture Unfortunately, SU budget allocations no longer support the libraries at this level of collection building. So SU is increasingly being forced to choose between: print ownership of a journal vs. leased access to the electronic version collecting broadly in the subject vs. collecting more specifically from core society and commercial publishers only to support current research needs

32. SU/SLAC Co-operative Venture “For the second straight year, the University Libraries' budget for collections has decreased. Coupled with the continued increase of journal subscription costs (both print and electronic), serials cancellations are again required to make up for the budget shortfall. To stay within budget, the Physics Library will need to decrease the journal expenditures by 10% (~$62,000).” Stella Ota, Physics Librarian

33. SU/SLAC Co-operative Venture Therefore, after negotiations SLAC Library has made an agreement with SU libraries to eliminate print Elsevier duplicates and retain only one print copy between us.

34. Elsevier duplicate journal titles COMPUTER PHYSICS COMMUNICATIONS CRYOGENICS JOURNAL OF COMPUTATIONAL PHYSICS NUCLEAR INSTRUMENTS METHODS IN PHYSICS RESEARCH SECTION A,B NUCLEAR PHYSICS A, B, & SUPPLEMENT PHYSICS LETTERS PART A, B, REPORTS SOLID STATE COMMUNICATIONS SURFACE SCIENCE REPORTS METAL FINISHING VACUUM STUDIES IN HISTORY & PHILOSOPHY OF SCIENCE

35. SU/SLAC Co-operative Venture SUL & SLAC Library have agreed to, basically, split the cost of duplicated subscriptions from Elsevier. We will have online access to all canceled Elsevier journals from 1995 We will have the print copy of Physics Letters Part A, B, & Reports, Nuclear Instruments & Methods A & B, and Nuclear Physics A, B, & Suppl. for 5 years, after which they will go into storage as the archival copy at SU.

36. SLAC Journal Cancellations Surface Science Pkg$23592 Metal Finishing$106 Vacuum$3720 Studies in History & Philosophy of Science $614 Physics Letters Part A, B, Reports (SLAC will retain print copy for 5 yrs, then the print copy will go into SU Storage as the archival copy) $22967 Journal of Computational Physics$5660 Total $56659

37. Benefit to SLAC Save Money ($15405 - $28885). 2005 budget cost for journals will be either $291115 or $304593 depending on what package SU ends up taking. (Last years budget was $320000) We will have access to Science Direct back to 1995 for all of the journals that SLAC and SU subscribe to. We may be able to use Information Express for ILL from SU, thereby saving our staff from going to campus twice a week. Save storage space

38. Questions or Comments?

39. External Library/HEP Databases Review The Research Division has asked that we have an external review of the Library/HEP Databases similar to the kind of Lehman Reviews conducted in physics Next step: Committee input as to how we frame the review process, questions to ask the review panel and potential names of external reviewers.